Commission Minutes – October 24-28, 2022
9:00 AM CONVENE
PRESENT: Roy Rost, Chairman; Steve Baldwin and Kevin Braun, Members; Brenda Wood, Clerk and Recorder
FALLON COUNTY COURTHOUSE
9:00 AM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
No one appeared for Public Comment.
The Pledge of Allegiance was held in the Commissioner’s Office to start off the week.
9:15 AM COMMISSIONER MINUTES APPROVAL FOR WEEK OF OCTOBER 17-21, 2022.
Commissioner Braun made the motion to approve the October 17-21, 2022 Commissioner Minutes, as amended. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
9:25 AM CLOSED SESSION COMMISSIONER MINUTES APPROVAL FOR OCTOBER 17, 2022.
Commissioner Baldwin made the motion to approve the October 17 Closed Session Commissioner Minutes as presented. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
9:30 AM SEISMIC PERMIT FOR DENBURY ONSHORE, LLC/Royce Hammer, Denbury Agent
Royce explained Denbury is doing this project to further improve and produce their minerals. EERC, (Environmental Energy Research Center), will do some different type testing and down hole monitoring using electromagnet waves in liquids. The work in the designated area will take 4 to 5 days (weather permitting). They normally try to stay 330 feet from structures and 660 feet from dams. They are visiting with landowners to discuss getting a variance allowing them to be within 150’ of structures and 300’ of dams. Royce met with Roger and Darin Meggers at the Airport regarding all of those buildings. They will contact the landowners for those that own their own hangars. The Airport Manager let them know what areas they needed to avoid. The area shown on the map is the pre-permitting area. Royce will work with the crew to get the area defined and come back to the Commission with the actual area they will be surveying. They should begin the first week in November, weather permitting. Will visit with those in charge of the dam to get permission and discuss possible variances. Commissioner Rost discussed the dam structure that may be the main concern. Royce will amend the Geophysical Exploration Permit as well as the operations agreement and will return next week.
9:40 AM Royce left the meeting.
10:00 AM ROAD/SHOP UPDATES/Bobby Wiedmer, Road Superintendent; Mitch Overn and Carl Overland, Shop Mechanic
Shop Updates-Arrangements have been made to assist at the Container Site during the absence of the Manager of Landfill Operations.
Road Updates-They will be working on Ollie Road this week. Today they are working in the shop. A Fallon County resident called and said the road crew did a really nice job on a recently maintained county road. Will be hauling road material and possibly blading some roads, (for the roads that receive enough moisture). They did some sanding this morning. Last week they did a lot of backhoe work. Discussed assistance with work at the golf course. Road Department and Outside Maintenance have helped at the golf course.
10:10 AM Bobby, Mitch and Carl left the meeting.
10:28 AM Richard Menger, Sanitarian joined.
10:30 AM PROJECT UPDATES/Shannon Hewson, Brosz Engineering; Elisabeth Epley, EPEDC Executive Director and Ken Griffith, NBWS District Board Member
North Baker Water Sewer District-Discussed declaring a resolution to allow some of the County’s minimum allocation grant funding (ARPA) to be used for the NBWS District project. The proposed project is to locate and find all of the curb stops, valves and manholes. A meter pit and backflow preventor are planned for installation on the district’s line which is connected to the City of Baker’s system at a second point of access or sale. This will improve fire suppression within the existing system and allow growth for the district.
10:30 AM Mary Grube, Planning Administrative Assistant joined.
If Fallon County is following the County’s procurement policy on page 3 (under $80,000 threshold) for engineering. They should be able to include the engineering. If not, the remaining funding could be allocated out to other local governmental entities. Discussed using the funding for Brosz as the match. Put that all on the County, however we still have to use our local fiscal recovery match for funding.
10:32 AM Billie Jo Griffith, NBWS District Secretary joined.
Discussed the amount of funding available after assisting the Town of Plevna and the Lakeview Drive Storm Sewer Project. NBWSD is asking for $120,000 of the County’s ARPA funds for this project.
Commissioner Braun made the motion to adopt Resolution #1098 granting authority for the North Baker Water Sewer District to receive $120,000 of Fallon County’s minimum allocation funds for their project. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously. Resolution #1098 is filed in the Clerk and Recorder’s Office.
10:45 AM Ken left the meeting.
10:49 AM Billie Jo left the meeting.
UPDATES-Shannon gave the contractor the punch list for both bridges. The Ismay Box Culvert punch list is finished. Bonnievale box culvert needs to have some finish work on the erosion control blankets, which should hopefully be finished this week. Lakeview Drive Storm Water project-Shannon will find out if the seeding was finished last week. Parkview Projects-Electrical box-Shannon is getting a quote from the Contractor on that. Water leak-Have not heard from TW Clerk on when that will be repaired. The Commission will contact Brandon, with SDI.
10:50 AM Lakeview Drive Storm Sewer Environmental Review Public Hearing/Shannon Hewson, Brosz Engineering and Elisabeth Epley, EPEDC Executive Director
Commissioner Rost opened the public hearing for public comment.
No one appeared for Public Comment.
10:52 AM Commissioner Rost Closed the Public Hearing.
Commissioner Rost signed the Environmental Review Form which is filed in the Clerk and Recorder’s office.
10:53 AM Cindy Irgens, Recording Clerk joined.
Road mapping project-On hold until the end of the month; Michael is busy with construction.
10:55 AM Josh Lewis, System Administrator joined.
Shannon discussed scanning documents. Cindy is currently scanning old documents and placing them on record. These are the same documents that would have been scanned for the mapping project. They will work with Cindy on how to get them integrated into the mapping project program rather than scanning them again.
11:00 AM Rich left the meeting.
Seismic project-The Commission updated Shannon on the seismic project that will take place next month. NRCS will be contacted regarding seismic work around the upper dam and gate.
11:06 AM Mary, Beth and Shannon left the meeting.
Road discussion-Cindy asked about giving out road abandonment information due to the current road mapping project. The Commission stated Cindy was good to give out whatever information Fallon County currently has on record.
11:09 AM Cindy left the meeting.
11:09 AM IT UPDATES/Josh Lewis, System Administrator
UPDATES-Josh met with Kathy about our election contingency plan and his role in that. CISA Election security inspection was completed in 2020, which needs to be completed every three (3) years so will have to schedule one for next year. The County is supposed to conduct an annual inspection also; Josh is trying to get this put in his name, in place of the former IT Tech. Website training-Stacey showed Josh how to log in on the website. Josh feels this will be pretty easy to manage. Josh will update the website during the upcoming General election. Microsoft 365 licenses are at 49 and our license is for a total of 50. Josh will review current licenses and see if there are some that can be freed up, if employees have left Fallon County, etc. Otherwise, Josh is in contact with Proficient Technology to find out what he would have to do if we needed to get more licenses. Will keep Shyla active through the interim. Shooting Range-The password was reset for the cameras, and they are now functioning properly. Josh is registering as a member of IT for local governments. Josh has also been in contact with MACo’s IT. Will be scheduling more computer installs, has a few finished. Clint Townsend showed Josh how to use the County’s hard drive erasure machine; Josh will not be needing a shredder now. The hard drives are then reformatted to be reused. Commissioner Rost asked if the County had a policy on best practice of when to wipe a hard drive after an employee leaves. Josh has not seen one but will reach out to the MACo IT.
11:23 AM Josh left the meeting.
11:28 AM-Cindy joined as an FYI to discuss a road in question (Reservoir Trail); the resolution shows the ending of the road differently than google map. Commission feels our Resolution is what we have to follow.
11:29 AM Julie Straub, HRM joined.
11:30 AM PERMISSION TO RECRUIT FOR DIRECTOR OF LIBRARY SERVICES/Stacey Moore, Director of Library Services and Library Board Members-Lee Strait, Sharon Huether, Bruce Johnson
Stacey stated she was grateful for the opportunity she was given as the Library Director. Commission and Library Board expressed they are sad to see her leave. They would like permission to post the open position internally and get the process started for hiring a replacement. Discussed someone working through lunch and possibly getting off at 4; the Library Board does not have a problem with this, because the Library will still be open until 5:00 PM. That decision will be made if it arises. Discussed the need for more than one (1) 30-hour position, if an existing employee fills the Director position. Julie asked if the Commission would want them to come back and ask permission to recruit if an existing employee takes the Director position or would they have permission to proceed now. Stacey stated she is going through her succession plan and is willing to come back and help, out of goodness of her heart. Stacey stated she wants to leave her position when she is in a good place and with all she has accomplished and feels that time is now. The Commission did not feel it would be necessary to come back to get permission to hire the 2nd Technician. Julie will advertise the Director position hours from 8:00 AM to 5:00 PM and the Library Board will make the decision how the employees will work the hours. This would close on the 3rd of November and the wage will be determined by the Library Board at a special meeting to be held this week.
11:45 AM Julie, Stacey, Lee, Sharon and Bruce, left the meeting.
11:53AM Commissioner Baldwin made the motion to recess. Commissioner Braun seconded the motion.
Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
1:15 PM RECONVENE
PRESENT: Roy Rost, Chairman; Steve Baldwin and Kevin Braun Members; Brenda Wood, Clerk and Recorder
FALLON COUNTY COURTHOUSE
PUBLIC COMMENT – AGENDA/NON-AGENDA ITEMS
No one appeared for Public Comment
1:30 PM LAKEVIEW DRIVE STORM SEWER ARPA APPLICATION/Elisabeth Epley, EPEDC Executive Director
Beth met to have a letter of commitment signed.
Commissioner Braun made the motion to sign the letter of commitment to provide matching funds for ARPA Water & Sewer Infrastructure Minimum Allocation Grant Application for the Lakeview Drive Storm Sewer Project. The total project cost is $392,000. The project will include $196,000 of Minimum Allocation funding and $196,000 of Local Contribution from Fallon County. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
2:00 PM Elisabeth left the meeting.
2:00 PM COMMISSION WORK SESSION
The Commission reviewed revenues received, reports, emails and other correspondence, board minutes and agendas.
Agreement between KLJ and Fallon County to Update the Fallon County Growth Policy
Commissioner Baldwin made the motion to approve and sign the agreement between KLJ and Fallon County to update the Fallon County Growth Policy. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
The agreement is on record in the Clerk and Recorder’s office.
Approve Proposal and Service Agreement for Johnson Controls to replace 3 fire extinguishers at the Landfill
Kimberly Jensen, AP Clerk was asked to join. Commission granted permission for the Landfill to purchase 3 extra fire extinguishers for the Landfill. The purchase will be charged to the Landfill Budget.
David Espeland, FMC-CEO felt the FMC fire extinguishers were not budgeted in the Hospital budget. The Commission will visit with David about this.
2:30 PM Kimberly left the meeting.
Approve and Sign Ambulance Intergovernmental Transfer
Commission approved and Commission Rost signed as Commission Chair, the Ambulance Intergovernmental Transfer agreement stating the County will provide a check in the amount of $556.11 to the State of MT DPHHS. In return the State of MT DPHHS will provide a supplemental payment to Fallon County for the Ambulance Fund in the amount of $2,485.03. This funding is issued based on the amount of Medicaid paid claims for the Fallon County Ambulance Service.
Sign Agreement for the use of the Baker Rural Fire District Fire Station
Commissioner Braun made the motion to approve and sign the Baker Rural Fire District Fire Station agreement between Fallon County, Baker Rural Fire District and the City of Baker. The agreement states the Fire District will provide space within its fire station for City fire equipment and grant the City’s firefighters access to the facility in accordance with and subject to the terms of the agreement. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
The agreement is on file in the Clerk and Recorder’s office.
Review list of questions from HRM-Discussion and Decisions/Julie Straub, HRM
Advertise for the Fairgrounds Lead Crew Hand; the Commission would like to visit with Outside Maintenance first. Who will tend to the barn restrooms; will visit with Outside Maintenance first in the interim.
Add CDL requirements to Manager of Landfill Operations job description; Yes, add it to the job description and add the position to the Drug & Alcohol Testing Program. At this time this will not be added to the other equipment operator’s job descriptions. Discussed the starting wage for the Fairgrounds Manager currently. The Commission would like to leave that wage as it is on the salary schedule. Discussed advertising for the Fairgrounds Manager position if the decision is not to hire; Commission would like to advertise if no one is hired. Josh Lewis, System Manager will be taking over the website. A couple of the Commission will be at the interviews for the Deputy Clerk of Court position. Library Technician job interview-Commissioner Rost will participate if no conflicts.
Sign the Annual Water User Status Report for the Upper Lake
Commissioner Rost signed the annual water user status report for the upper dam. This report was mailed to the Little Beaver Soil Conservation District.
3:00 PM Commissioner Braun made the motion to adjourn. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
s/Roy Rost, Chairman
s/Brenda J. Wood, Clerk and Recorder